Event Marketing Coordinator

Essential Duties and Responsibilities: 

• Event Planning and Coordination: Researches and identifies relevant trade shows and exhibitions aligned with the company’s business goals. Develops an annual trade show calendar with timelines, objectives, budgets, ROI tracking, and expenses. Negotiates sponsorships, booth areas, and speaking opportunities. Secures trade show booth spaces and manages vendor and exhibitor agreements. Booth and Display Design: Coordinates the design and setup of booth displays, promotional materials, and signage. Works to garner top-performing booth space and positioning at all shows. Collaborates with graphic designers, contractors, and exhibit builders to create visually engaging displays. Ensures branding consistency across all materials and displays. 
  
• Logistics and Operations: Arranges transportation and shipping for booth equipment, promotional items, and other trade show materials. Ensures timely and accurate delivery and return of materials and support items. Coordinates the setup, breakdown, and storage of booths and displays. Arranges required labor for setting up larger displays. Instructs and manages on-site logistics during the event, including staff schedules, booth setup, and troubleshooting. Manages and understands significant shipping portals (UPS, FedEx) or private shipping company logistical support and planning. Assists in the management of the company’s annual client summit, including logistics, catering, budgeting, reservations, conference app and its content, and customer support. 
  
• Marketing and Promotion: Collaborates with the marketing team to create promotional campaigns leading up to events. Oversees the development of giveaways, brochures, and other marketing collateral for events. Manages and helps to coordinate pre-show and post-show outreach, including email campaigns and follow-ups. 
  
• Budget and Reporting: Manages trade show budgets, ensuring cost-effectiveness and staying within financial limits. Tracks and analyzes trade show results, including leads generated, ROI, and attendee feedback. Provides post-show reports and recommendations for improvement. Assists in entering leads and other client/prospect information into the CRM and follows up with the sales team to help ensure maximum outreach. Provides prompt reporting to the accounting department of expenses and expense reports. 
  
• Team Collaboration: Trains and prepares staff attending trade shows to ensure consistent messaging and strong representation. Serves as the primary point of contact for all trade show-related communications. Communicates all travel and logistics to the team promptly. Ensures the VP of marketing is updated daily on the status of conferences and tradeshows. Assists team members in editing, reviewing, and providing input for all marketing and outreach communications for the company.  
  
• Sales Team Coordination: Organizes and leads pre- and post-conference meetings with the sales team. Defines objectives and ensures the team is prepared and trained on lead capture tools. Provides necessary resources to support the team's success in acquiring new opportunities. Monitors and tracks the achievement of goals post-conference, ensuring continuous improvement and future planning. 
  
• Other duties and projects as assigned. 
  

• Excellent verbal and written communication skills. 
  
• Excellent interpersonal and customer service skills. 
  
• Ability to work a flexible schedule and a variety of hours to accommodate events. 
  
• Ability to travel to headquarters as needed to fulfill responsibilities and duties. 
  
• Strong project management skills to ensure seamless execution of events. 
  
• Excellent organizational skills and meticulous attention to detail. 
  
• Excellent time management skills with a proven ability to meet deadlines. 
  
• Creative and effective problem-solving skills. 
  
• Ability to prioritize tasks. 
  
• Ability to identify and resolve problems quickly and efficiently, while responding to issues with a calm, courteous, and helpful demeanor. 
  
• Proficiency in Adobe Creative Suite, proposal writing software, and Dynamics CRM (a plus). 
  
• Proficient with event management software and tools, Microsoft Office Suite, or related software. 
  
• Familiarity with marketing tools like CRM systems, social media platforms, and email marketing. 
  

• Minimum of 3 years of experience in event planning, trade shows, or a similar role; corporate experience is a plus. 
  
• Proven track record in managing trade shows and conferences. 
  
• Bachelor's degree in Marketing, Event Management, Business, or a related field preferred.